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Last modified by Agnease on 2026/07/03 12:22
From version 4.3
edited by Agnease
on 2026/07/03 12:03
Change comment: There is no comment for this version
To version 3.3
edited by Agnease
on 2026/07/03 11:50
Change comment: There is no comment for this version

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Content
... ... @@ -1,133 +1,5 @@
1 1  {{velocity}}
2 2  #set ($discard = $xwiki.ssx.use('PublicWebSite.WebHome'))
3 -
4 -#set ($summaryCards = [{
5 - 'icon': 'book',
6 - 'title': 'Use XWiki for trusted knowledge',
7 - 'content': 'Move official documentation, policies, procedures, decisions, meeting outcomes, working group spaces and maintained knowledge into XWiki.'
8 -},{
9 - 'icon': 'pencil',
10 - 'title': 'Keep specialist tools where needed',
11 - 'content': 'Do not force XWiki to replace email, calendar, video calls, chat, desktop file sync, complex spreadsheets or presentation editing.'
12 -},{
13 - 'icon': 'road',
14 - 'title': 'Transition gradually',
15 - 'content': 'Start with one useful pilot space, define templates and ownership rules, then expand once users see XWiki as the trusted source.'
16 -}])
17 -
18 -#set ($xwikiFitCards = [{
19 - 'icon': 'sitemap',
20 - 'title': 'Structured knowledge spaces',
21 - 'content': 'Create clear spaces for teams, working groups, committees, projects, departments or public documentation areas.'
22 -},{
23 - 'icon': 'file-text-o',
24 - 'title': 'Official pages and procedures',
25 - 'content': 'Turn important documents into maintained wiki pages with history, ownership, review dates and clear navigation.'
26 -},{
27 - 'icon': 'check-square-o',
28 - 'title': 'Decision records',
29 - 'content': 'Capture decisions separately from chats, meetings and drafts so users can understand why something was agreed later.'
30 -},{
31 - 'icon': 'users',
32 - 'title': 'Working group collaboration',
33 - 'content': 'Provide each group with a homepage, meeting notes, decisions, files, responsibilities and links to external tools.'
34 -},{
35 - 'icon': 'database',
36 - 'title': 'Lightweight structured apps',
37 - 'content': 'Replace some spreadsheet-based lists with XWiki applications when the data has stable fields, owners and lifecycle rules.'
38 -},{
39 - 'icon': 'shield',
40 - 'title': 'Governed access',
41 - 'content': 'Use XWiki groups, rights and page hierarchy to create a more explicit model for internal, restricted and public knowledge.'
42 -}])
43 -
44 -#set ($notXWikiCards = [{
45 - 'icon': 'envelope-o',
46 - 'title': 'Email and calendar',
47 - 'content': 'XWiki is not a mail or scheduling platform. Keep the existing groupware or evaluate tools such as Nextcloud Groupware for calendar and contacts.'
48 -},{
49 - 'icon': 'comments-o',
50 - 'title': 'Real-time chat',
51 - 'content': 'XWiki comments and notifications do not replace chat. Use Matrix/Element, Mattermost, Nextcloud Talk or another dedicated messaging tool.'
52 -},{
53 - 'icon': 'video-camera',
54 - 'title': 'Video meetings',
55 - 'content': 'XWiki can store agendas and notes, but it should not host meetings. Use Jitsi, Nextcloud Talk or another video conferencing solution.'
56 -},{
57 - 'icon': 'cloud',
58 - 'title': 'Large file sync',
59 - 'content': 'XWiki attachments are useful around pages, but XWiki is not a desktop file synchronization platform. Use Nextcloud Files for that role.'
60 -},{
61 - 'icon': 'table',
62 - 'title': 'Complex spreadsheets',
63 - 'content': 'Budgets, calculations, pivot tables and reporting workbooks should remain in office tools such as LibreOffice, ONLYOFFICE or Collabora.'
64 -},{
65 - 'icon': 'desktop',
66 - 'title': 'Presentation editing',
67 - 'content': 'XWiki can store final decks and document the reusable knowledge behind them, but presentation authoring belongs in an office suite.'
68 -}])
69 -
70 -#set ($roadmapSteps = [{
71 - 'title': '1. Define the role of XWiki',
72 - 'content': 'Agree that XWiki is the trusted knowledge and governance layer, not a clone of Google Workspace.'
73 -},{
74 - 'title': '2. Select high-value content',
75 - 'content': 'Start with policies, procedures, decisions, working group documents, onboarding guides and maintained knowledge.'
76 -},{
77 - 'title': '3. Create templates',
78 - 'content': 'Prepare templates for working group homepages, meeting notes, decision records, policies, procedures and FAQs.'
79 -},{
80 - 'title': '4. Design permissions',
81 - 'content': 'Define public, internal, restricted and external collaboration areas before migrating content.'
82 -},{
83 - 'title': '5. Reduce login friction',
84 - 'content': 'Connect XWiki to the organization identity provider through OIDC, SAML, LDAP or another SSO approach.'
85 -},{
86 - 'title': '6. Migrate into structure',
87 - 'content': 'Do not only copy files. Give each page an owner, location, purpose, access model and review expectation.'
88 -},{
89 - 'title': '7. Expand after a pilot',
90 - 'content': 'Start with one working group or department, collect feedback, improve the structure, then repeat with more teams.'
91 -}])
92 -
93 -#set ($pilotCards = [{
94 - 'icon': 'home',
95 - 'title': 'Working group homepage',
96 - 'content': 'Purpose, scope, members, priorities, important links and current responsibilities.'
97 -},{
98 - 'icon': 'calendar',
99 - 'title': 'Meeting notes',
100 - 'content': 'Consistent notes with agenda, participants, decisions, actions and links to related pages.'
101 -},{
102 - 'icon': 'check',
103 - 'title': 'Decisions',
104 - 'content': 'Short decision records with context, options considered, decision, owner and date.'
105 -},{
106 - 'icon': 'folder-open-o',
107 - 'title': 'Documents and files',
108 - 'content': 'Important documents converted to pages when possible, with attachments or external links where needed.'
109 -},{
110 - 'icon': 'question-circle',
111 - 'title': 'Open questions',
112 - 'content': 'A visible place for unresolved topics instead of hiding them in chat or email.'
113 -},{
114 - 'icon': 'link',
115 - 'title': 'External tool links',
116 - 'content': 'Clear bridges to Drive, Nextcloud, office editors, issue trackers, chat or other tools still in use.'
117 -}])
118 -
119 -#set ($implementationItems = [
120 - 'Single sign-on with OIDC, SAML, LDAP or another identity provider.',
121 - 'A simple space model for departments, working groups, projects and public documentation.',
122 - 'Page templates for recurring content types such as meeting notes, decisions, policies and procedures.',
123 - 'Metadata fields such as owner, status, review date, audience and document type.',
124 - 'Clear group and permission model for public, internal, restricted and external collaboration areas.',
125 - 'Notifications and watch rules so users know when important pages change.',
126 - 'Structured applications for lists, registers and lightweight internal processes.',
127 - 'Optional office document integration when page-based content is not enough.',
128 - 'A migration dashboard showing selected content, owners, status and unresolved questions.'
129 -])
130 -
131 131  {{html clean="false"}}
132 132  
133 133   <section class="resource-header" aria-labelledby="hero-title">
... ... @@ -143,7 +143,7 @@
143 143  
144 144   <p class="resource-summary">
145 145   A practical guide for moving durable knowledge, documentation and governance from Google Workspace
146 - into XWiki, while keeping the right tools for files, meetings, chat, office editing and communication.
18 + into XWiki, while keeping the right tools for real-time editing, files, meetings and communication.
147 147   </p>
148 148   </div>
149 149   </section>
... ... @@ -156,16 +156,16 @@
156 156   <h4>In this guide</h4>
157 157   <ul>
158 158   <li><a href="#main-idea">Main idea</a></li>
159 - <li><a href="#quick-view">Quick view</a></li>
160 160   <li><a href="#workspace-map">Google Workspace map</a></li>
161 - <li><a href="#replacement-map">Replacement map</a></li>
32 + <li><a href="#replacement-map">What can move to XWiki</a></li>
162 162   <li><a href="#what-belongs-in-xwiki">What belongs in XWiki</a></li>
163 - <li><a href="#not-xwiki">What not to replace</a></li>
164 - <li><a href="#open-source-stack">Open-source stack</a></li>
34 + <li><a href="#not-xwiki">What should not move</a></li>
35 + <li><a href="#open-source-stack">Open-source alternatives</a></li>
165 165   <li><a href="#transition-plan">Transition plan</a></li>
166 166   <li><a href="#pilot">Pilot example</a></li>
167 167   <li><a href="#adoption">Adoption guidance</a></li>
168 - <li><a href="#implementation">Implementation checklist</a></li>
39 + <li><a href="#implementation">XWiki features to implement</a></li>
40 + <li><a href="#example-architecture">Example architecture</a></li>
169 169   <li><a href="#related-resources">Related resources</a></li>
170 170   <li><a href="#faq">FAQ</a></li>
171 171   </ul>
... ... @@ -175,33 +175,25 @@
175 175  
176 176   <p>
177 177   Moving an organization away from <a href="https://workspace.google.com/" target="_blank" rel="noopener">Google Workspace</a>
178 - is rarely just a software migration. It changes habits, ownership, permissions, document lifecycle and the
179 - way people expect collaboration to happen.
50 + is rarely just a software migration. It is also a change in habits, ownership, permissions, document lifecycle
51 + and the way people expect collaboration to happen.
180 180   </p>
181 181  
182 182   <p>
183 - Google Workspace is popular because it combines documents, files, email, calendar, meetings, chat, forms,
184 - sharing and search in one familiar environment. A transition to XWiki should therefore avoid the weak argument
185 - that XWiki can replace everything. It cannot, and it should not try to.
55 + Google Workspace is often successful because it is the default place where people write documents, share files,
56 + collaborate in real time, collect information, meet, chat and search. This makes any transition feel difficult,
57 + especially when users are already comfortable with the existing tools.
186 186   </p>
187 187  
188 188   <div class="resource-note">
189 189   <p>
190 - <strong>The practical position:</strong> XWiki is strongest as the structured knowledge layer. It is the place
191 - for official documentation, maintained knowledge, working group spaces, policies, procedures, decisions,
192 - governance content and organizational memory.
62 + <strong>The practical position:</strong> XWiki should not be presented as a full one-to-one replacement for
63 + Google Workspace. XWiki is strongest as the structured knowledge layer: official documentation, working group
64 + spaces, policies, procedures, meeting notes, decisions, knowledge bases, governance content and maintained
65 + organizational memory.
193 193   </p>
194 194   </div>
195 195  
196 - <h2 id="main-idea">The main idea: replace the knowledge problem, not the entire suite</h2>
197 -
198 - <p>
199 - The strongest argument for XWiki is not that it imitates Google Workspace. The strongest argument is that it
200 - solves a problem that often appears inside Google Workspace over time: scattered documents, unclear ownership,
201 - duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for the trusted
202 - version of important knowledge.
203 - </p>
204 -
205 205   <div class="resource-note">
206 206   <p>
207 207   <strong>Summary recommendation:</strong> use XWiki as the trusted knowledge and governance layer. Move official
... ... @@ -211,41 +211,37 @@
211 211   </p>
212 212   </div>
213 213  
214 - <div class="resource-inline-cta">
215 - <div>
216 - <h3>Need a transition plan your team can agree on?</h3>
217 - <p>
218 - Agnease can help map current Google Workspace usage, identify what should move to XWiki,
219 - define the right open-source alternatives, and prepare a realistic pilot migration.
220 - </p>
221 - </div>
78 + <p>
79 + A realistic transition does not start by moving everything out of Google Drive. It starts by deciding what kind
80 + of information should become durable, structured and maintained in XWiki, and what kind of work should remain
81 + in office, file-sharing, communication or meeting tools.
82 + </p>
222 222  
223 - <a class="btn btn-primary" href="$xwiki.getURL('contact.WebHome')">
224 - Discuss your transition
225 - </a>
226 - </div>
84 + <h2 id="main-idea">The main idea: do not replace the suite, replace the knowledge problem</h2>
227 227  
228 - <h2 id="quick-view">Quick view: how to position the transition</h2>
86 + <p>
87 + The strongest argument for XWiki is not that it can imitate Google Workspace. The strongest argument is that
88 + it can solve a problem that often appears inside Google Workspace over time: scattered documents, unclear
89 + ownership, duplicated files, weak navigation, old links, inconsistent permissions and no obvious place for
90 + the trusted version of important knowledge.
91 + </p>
229 229  
230 - <div class="services-grid resources-grid">
231 - #foreach ($entry in $summaryCards)
232 - <article class="service resource-card">
233 - <div class="service-icon" aria-hidden="true">
234 - <i class="fa fa-$entry.icon"></i>
235 - </div>
236 - <div class="service-body">
237 - <h4>$entry.title</h4>
238 - <p>$entry.content</p>
239 - </div>
240 - </article>
241 - #end
93 + <p>
94 + A useful message for an organization is:
95 + </p>
96 +
97 + <div class="resource-note">
98 + <p>
99 + <strong>Use Google-style office tools for fast drafting and real-time editing when needed. Use XWiki for
100 + trusted, maintained, structured knowledge that people need to find and rely on later.</strong>
101 + </p>
242 242   </div>
243 243  
244 244   <h2 id="workspace-map">What Google Workspace usually provides</h2>
245 245  
246 246   <p>
247 - Before proposing a transition, it is useful to explain what people currently get from Google Workspace.
248 - Users are not only using a document editor. They are using a complete collaboration habit.
107 + Before proposing a transition, it is important to understand why users are attached to Google Workspace.
108 + They are not only attached to a document editor. They are attached to an entire collaboration habit.
249 249   </p>
250 250  
251 251   <table class="table table-bordered table-striped">
... ... @@ -252,8 +252,8 @@
252 252   <thead>
253 253   <tr>
254 254   <th>Google Workspace area</th>
255 - <th>What users value</th>
256 - <th>Risk over time</th>
115 + <th>What users usually value</th>
116 + <th>Typical organizational risk over time</th>
257 257   </tr>
258 258   </thead>
259 259   <tbody>
... ... @@ -260,47 +260,47 @@
260 260   <tr>
261 261   <td>Google Docs</td>
262 262   <td>Fast writing, real-time editing, comments and suggestions.</td>
263 - <td>Important documents become isolated files instead of maintained knowledge.</td>
123 + <td>Documents become isolated files instead of part of a maintained knowledge structure.</td>
264 264   </tr>
265 265   <tr>
266 266   <td>Google Drive</td>
267 - <td>Easy sharing, folders, file ownership and external collaboration.</td>
268 - <td>Folder structures grow organically and become hard to govern.</td>
127 + <td>Easy file sharing, folders, ownership and external collaboration.</td>
128 + <td>Folder structures grow organically and become difficult to clean up or govern.</td>
269 269   </tr>
270 270   <tr>
271 271   <td>Google Sheets</td>
272 - <td>Trackers, lists, budgets, lightweight databases and reports.</td>
273 - <td>Business processes become hidden in spreadsheets.</td>
132 + <td>Simple trackers, lists, budgets, lightweight databases and reports.</td>
133 + <td>Business processes become hidden in spreadsheets without clear ownership or validation.</td>
274 274   </tr>
275 275   <tr>
276 276   <td>Google Slides</td>
277 277   <td>Presentation creation and sharing.</td>
278 - <td>Reusable knowledge remains locked in slide decks.</td>
138 + <td>Final knowledge remains locked in presentation files instead of reusable documentation.</td>
279 279   </tr>
280 280   <tr>
281 281   <td>Google Forms</td>
282 - <td>Quick surveys, registrations and data collection.</td>
283 - <td>Collected data may remain detached from internal processes.</td>
142 + <td>Quick surveys, registration forms and internal data collection.</td>
143 + <td>Collected data may not become part of a structured internal process.</td>
284 284   </tr>
285 285   <tr>
286 286   <td>Google Sites</td>
287 287   <td>Simple internal or public pages.</td>
288 - <td>Content can be separated from the wider knowledge base.</td>
148 + <td>Content may be separated from the broader knowledge base and governance model.</td>
289 289   </tr>
290 290   <tr>
291 291   <td>Gmail, Calendar, Meet and Chat</td>
292 292   <td>Communication, scheduling, meetings and quick coordination.</td>
293 - <td>Decisions remain scattered in messages, calls and informal conversations.</td>
153 + <td>Decisions and knowledge remain scattered in messages, meetings and informal conversations.</td>
294 294   </tr>
295 295   </tbody>
296 296   </table>
297 297  
298 - <h2 id="replacement-map">What can move to XWiki, and what should move elsewhere</h2>
158 + <h2 id="replacement-map">What can move to XWiki, and what should only partially move</h2>
299 299  
300 300   <p>
301 - A successful transition separates content by purpose. Some content belongs naturally in XWiki. Some should
302 - remain in office collaboration tools. Some should move to other open-source or self-hostable systems that
303 - complement XWiki.
161 + A good transition separates content by purpose. Some content belongs naturally in XWiki. Some content should
162 + remain in office collaboration tools. Some content should be moved to other open-source or self-hostable
163 + systems that complement XWiki.
304 304   </p>
305 305  
306 306   <table class="table table-bordered table-striped">
... ... @@ -307,61 +307,78 @@
307 307   <thead>
308 308   <tr>
309 309   <th>Current Google Workspace usage</th>
310 - <th>Recommended destination</th>
311 - <th>Transition guidance</th>
170 + <th>XWiki replacement or equivalent</th>
171 + <th>Fit</th>
172 + <th>Recommended transition</th>
312 312   </tr>
313 313   </thead>
314 314   <tbody>
315 315   <tr>
316 316   <td>Official documentation in Google Docs</td>
317 - <td>XWiki pages, spaces, page history, comments and permissions.</td>
318 - <td>Move final and maintained documentation into XWiki pages.</td>
178 + <td><a href="https://www.xwiki.org/xwiki/bin/view/Documentation/UserGuide/Features/" target="_blank" rel="noopener">XWiki pages</a>, spaces, navigation, page history, comments and permissions.</td>
179 + <td>Excellent</td>
180 + <td>Move final and maintained documentation to XWiki pages.</td>
319 319   </tr>
320 320   <tr>
321 321   <td>Policies, procedures and governance documents</td>
322 - <td>XWiki pages with templates, metadata, review dates and ownership.</td>
184 + <td>XWiki pages with templates, metadata, review dates, ownership and approval workflows.</td>
185 + <td>Excellent</td>
323 323   <td>Move to XWiki and add lifecycle rules.</td>
324 324   </tr>
325 325   <tr>
326 326   <td>Meeting notes</td>
327 327   <td>XWiki meeting note templates inside team or working group spaces.</td>
328 - <td>Start new meeting notes in XWiki and link older notes only when useful.</td>
191 + <td>Excellent</td>
192 + <td>Start new meeting notes in XWiki and link older notes when useful.</td>
329 329   </tr>
330 330   <tr>
331 331   <td>Working group or committee documents</td>
332 - <td>XWiki spaces with homepage, members, notes, decisions and documents.</td>
196 + <td>XWiki spaces with homepage, members, notes, decisions, documents and tasks.</td>
197 + <td>Excellent</td>
333 333   <td>Create one structured space per group.</td>
334 334   </tr>
335 335   <tr>
336 336   <td>Decision records</td>
337 - <td>XWiki decision page template.</td>
202 + <td>XWiki decision page template with context, options, decision, owner and date.</td>
203 + <td>Excellent</td>
338 338   <td>Move decisions out of scattered Docs, email and chat.</td>
339 339   </tr>
340 340   <tr>
341 341   <td>Google Sites pages</td>
342 - <td>XWiki public or private spaces.</td>
343 - <td>Move informational pages that need history, permissions or governance.</td>
208 + <td>XWiki spaces and pages, public or private depending on rights.</td>
209 + <td>Very good</td>
210 + <td>Move informational pages to XWiki when they need structure, history or governance.</td>
344 344   </tr>
345 345   <tr>
346 346   <td>Shared file archive</td>
347 - <td>XWiki attachments for curated files; <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a> for general file sharing.</td>
348 - <td>Use XWiki for files attached to knowledge pages, not for massive file sync.</td>
214 + <td>XWiki attachments, File Manager-style applications or linked external storage such as <a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a>.</td>
215 + <td>Good, with limits</td>
216 + <td>Use XWiki for curated files attached to knowledge pages, not for massive file sync.</td>
349 349   </tr>
350 350   <tr>
351 351   <td>Simple trackers in Google Sheets</td>
352 352   <td>XWiki structured applications, <a href="https://extensions.xwiki.org/xwiki/bin/view/Extension/App%20Within%20Minutes%20Application" target="_blank" rel="noopener">App Within Minutes</a> or custom XWiki apps.</td>
353 - <td>Move recurring lists with stable fields and clear ownership.</td>
221 + <td>Good for structured records</td>
222 + <td>Move recurring lists with stable fields; keep complex spreadsheets elsewhere.</td>
354 354   </tr>
355 355   <tr>
356 356   <td>Collaborative drafting in Google Docs</td>
357 - <td>XWiki pages for final content; <a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE Docs</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora Online</a> for office editing.</td>
358 - <td>Use XWiki for the maintained version, not every draft.</td>
226 + <td>XWiki real-time editing or office document integrations such as <a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE Docs</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora Online</a>.</td>
227 + <td>Partial</td>
228 + <td>Use XWiki for final content; test collaborative editing needs separately.</td>
359 359   </tr>
360 360   <tr>
361 361   <td>Forms and surveys</td>
362 - <td>XWiki forms for internal processes; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
363 - <td>Use the right tool depending on whether it is workflow data or survey data.</td>
232 + <td>XWiki forms for internal structured data; <a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a> for advanced surveys.</td>
233 + <td>Partial</td>
234 + <td>Use XWiki for workflow forms, not necessarily for all survey campaigns.</td>
364 364   </tr>
236 + <tr>
237 + <td>Slides and presentation decks</td>
238 + <td>XWiki pages for the reusable knowledge behind the presentation; office tools for authoring.</td>
239 + <td>Limited</td>
240 + <td>Store final slides as attachments if needed, but document the core knowledge in XWiki.</td>
241 + </tr>
365 365   </tbody>
366 366   </table>
367 367  
... ... @@ -372,19 +372,47 @@
372 372   over time.
373 373   </p>
374 374  
375 - <div class="services-grid resources-grid">
376 - #foreach ($entry in $xwikiFitCards)
377 - <article class="service resource-card">
378 - <div class="service-icon" aria-hidden="true">
379 - <i class="fa fa-$entry.icon"></i>
380 - </div>
381 - <div class="service-body">
382 - <h4>$entry.title</h4>
383 - <p>$entry.content</p>
384 - </div>
385 - </article>
386 - #end
387 - </div>
252 + <table class="table table-bordered table-striped">
253 + <thead>
254 + <tr>
255 + <th>Content type</th>
256 + <th>Example</th>
257 + <th>Why XWiki is a good fit</th>
258 + </tr>
259 + </thead>
260 + <tbody>
261 + <tr>
262 + <td>Organizational knowledge</td>
263 + <td>How the organization works, who owns what, internal processes.</td>
264 + <td>Structured spaces, navigation, search and page history make the knowledge easier to maintain.</td>
265 + </tr>
266 + <tr>
267 + <td>Working group spaces</td>
268 + <td>Homepage, members, meetings, decisions, documents and open questions.</td>
269 + <td>Each group gets a stable knowledge home instead of a folder full of unrelated files.</td>
270 + </tr>
271 + <tr>
272 + <td>Policies and procedures</td>
273 + <td>Security policy, onboarding procedure, publication process, governance rules.</td>
274 + <td>Ownership, review date, approval state and history can be made explicit.</td>
275 + </tr>
276 + <tr>
277 + <td>Decision records</td>
278 + <td>Why a tool was selected, why a policy changed, why a migration approach was chosen.</td>
279 + <td>Decisions become searchable and linked to related documentation.</td>
280 + </tr>
281 + <tr>
282 + <td>Community documentation</td>
283 + <td>Member guides, contribution guides, public project pages, FAQs.</td>
284 + <td>XWiki can support public and private content with a consistent structure.</td>
285 + </tr>
286 + <tr>
287 + <td>Structured internal apps</td>
288 + <td>Registers, inventories, simple approval requests, directories, lists.</td>
289 + <td>XWiki can model structured data instead of leaving every process in a spreadsheet.</td>
290 + </tr>
291 + </tbody>
292 + </table>
388 388  
389 389   <h2 id="not-xwiki">What should not be replaced by XWiki</h2>
390 390  
... ... @@ -393,19 +393,57 @@
393 393   expectations and helps the organization design a better collaboration stack.
394 394   </p>
395 395  
396 - <div class="services-grid resources-grid">
397 - #foreach ($entry in $notXWikiCards)
398 - <article class="service resource-card">
399 - <div class="service-icon" aria-hidden="true">
400 - <i class="fa fa-$entry.icon"></i>
401 - </div>
402 - <div class="service-body">
403 - <h4>$entry.title</h4>
404 - <p>$entry.content</p>
405 - </div>
406 - </article>
407 - #end
408 - </div>
301 + <table class="table table-bordered table-striped">
302 + <thead>
303 + <tr>
304 + <th>Need</th>
305 + <th>Why XWiki is not the best replacement</th>
306 + <th>Better direction</th>
307 + </tr>
308 + </thead>
309 + <tbody>
310 + <tr>
311 + <td>Email</td>
312 + <td>XWiki is not an email platform.</td>
313 + <td>Keep the existing mail system or evaluate dedicated mail/groupware solutions.</td>
314 + </tr>
315 + <tr>
316 + <td>Calendar and scheduling</td>
317 + <td>XWiki can display or manage calendar-like information, but it is not a full scheduling suite.</td>
318 + <td>Use a groupware platform such as <a href="https://nextcloud.com/groupware/" target="_blank" rel="noopener">Nextcloud Groupware</a> or keep the existing calendar system.</td>
319 + </tr>
320 + <tr>
321 + <td>Video meetings</td>
322 + <td>XWiki is not a video conferencing system.</td>
323 + <td>Use <a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a>, <a href="https://nextcloud.com/talk/" target="_blank" rel="noopener">Nextcloud Talk</a> or another dedicated meeting tool.</td>
324 + </tr>
325 + <tr>
326 + <td>Instant messaging and chat</td>
327 + <td>XWiki comments and notifications do not replace real-time chat.</td>
328 + <td>Use <a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a>, <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a>, Nextcloud Talk or another chat platform.</td>
329 + </tr>
330 + <tr>
331 + <td>General file sync and desktop folder replacement</td>
332 + <td>XWiki attachments are useful around pages, but XWiki is not designed as a Dropbox or Drive sync client.</td>
333 + <td>Use Nextcloud Files or another file sync and sharing platform.</td>
334 + </tr>
335 + <tr>
336 + <td>Heavy spreadsheets</td>
337 + <td>Complex formulas, pivot tables, financial models and large spreadsheet workflows are not XWiki's role.</td>
338 + <td>Use ONLYOFFICE, Collabora, LibreOffice or another office suite.</td>
339 + </tr>
340 + <tr>
341 + <td>Presentation authoring</td>
342 + <td>XWiki can document knowledge and store final files, but it is not a presentation editor.</td>
343 + <td>Use ONLYOFFICE, Collabora, LibreOffice Impress or another presentation tool.</td>
344 + </tr>
345 + <tr>
346 + <td>Large survey campaigns</td>
347 + <td>XWiki can collect structured data, but advanced surveys need branching, reporting and respondent management.</td>
348 + <td>Use LimeSurvey or another survey platform.</td>
349 + </tr>
350 + </tbody>
351 + </table>
409 409  
410 410   <div class="resource-note">
411 411   <p>
... ... @@ -418,16 +418,16 @@
418 418   <h2 id="open-source-stack">Open-source alternatives that can complement XWiki</h2>
419 419  
420 420   <p>
421 - For organizations trying to reduce dependency on Google Workspace, XWiki can become part of a broader
422 - open-source collaboration architecture. The exact stack depends on hosting preferences, support needs,
423 - security requirements and user expectations.
364 + For organizations trying to reduce dependency on Google Workspace, XWiki can be part of a broader open-source
365 + collaboration architecture. The exact stack depends on hosting preferences, support needs, security requirements
366 + and user expectations.
424 424   </p>
425 425  
426 426   <table class="table table-bordered table-striped">
427 427   <thead>
428 428   <tr>
429 - <th>Need</th>
430 - <th>Possible solution</th>
372 + <th>Collaboration need</th>
373 + <th>Possible open-source or self-hostable contender</th>
431 431   <th>How it works with XWiki</th>
432 432   </tr>
433 433   </thead>
... ... @@ -435,36 +435,36 @@
435 435   <tr>
436 436   <td>Structured knowledge base</td>
437 437   <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
438 - <td>Main platform for documentation, governance, knowledge management and structured content.</td>
381 + <td>Main platform for documentation, governance, knowledge management and structured pages.</td>
439 439   </tr>
440 440   <tr>
441 - <td>File sync and sharing</td>
384 + <td>File sync and file sharing</td>
442 442   <td><a href="https://nextcloud.com/files/" target="_blank" rel="noopener">Nextcloud Files</a></td>
443 - <td>Use for general file storage and sharing; link important files from XWiki pages.</td>
386 + <td>Use for general file storage and sharing; link important files from XWiki pages when needed.</td>
444 444   </tr>
445 445   <tr>
446 446   <td>Office document editing</td>
447 447   <td><a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE Docs</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora Online</a></td>
448 - <td>Use for documents, spreadsheets and presentations that need office-style editing.</td>
391 + <td>Use for documents, spreadsheets and presentations; integrate with XWiki where office attachments must be edited directly.</td>
449 449   </tr>
450 450   <tr>
451 451   <td>Chat and team messaging</td>
452 - <td><a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a> or <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a></td>
453 - <td>Use for real-time conversation; move durable decisions and outcomes back into XWiki.</td>
395 + <td><a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a>, <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a> or Nextcloud Talk</td>
396 + <td>Use for real-time conversations; move durable decisions and outcomes back into XWiki.</td>
454 454   </tr>
455 455   <tr>
456 456   <td>Video meetings</td>
457 - <td><a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a> or <a href="https://nextcloud.com/talk/" target="_blank" rel="noopener">Nextcloud Talk</a></td>
400 + <td><a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a> or Nextcloud Talk</td>
458 458   <td>Use for calls; store agendas, notes and decisions in XWiki.</td>
459 459   </tr>
460 460   <tr>
461 461   <td>Surveys and advanced forms</td>
462 462   <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
463 - <td>Use for survey campaigns; publish results, summaries or procedures in XWiki.</td>
406 + <td>Use for survey campaigns; publish results or documentation in XWiki.</td>
464 464   </tr>
465 465   <tr>
466 466   <td>Identity and SSO</td>
467 - <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, Microsoft Entra ID, Google identity or another OIDC/SAML provider.</td>
410 + <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a>, existing Google identity, Microsoft Entra ID or another OIDC/SAML provider</td>
468 468   <td>Use SSO so users access XWiki without a separate password and with mapped groups where appropriate.</td>
469 469   </tr>
470 470   </tbody>
... ... @@ -477,118 +477,353 @@
477 477   That approach creates too much noise, too many permission questions and too many low-value documents.
478 478   </p>
479 479  
480 - <ol class="process-list">
481 - #foreach ($entry in $roadmapSteps)
482 - <li>
483 - <strong>$entry.title</strong>
484 - $entry.content
485 - </li>
486 - #end
487 - </ol>
423 + <h3>1. Define the role of XWiki</h3>
488 488  
489 - <h2 id="pilot">A good pilot: one working group space</h2>
490 -
491 491   <p>
492 - A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
493 - committee, project team or community group can move its durable knowledge into XWiki while keeping office
494 - tools for drafting, spreadsheets and presentations when needed.
426 + Start with a clear rule:
495 495   </p>
496 496  
497 - <div class="services-grid resources-grid">
498 - #foreach ($entry in $pilotCards)
499 - <article class="service resource-card">
500 - <div class="service-icon" aria-hidden="true">
501 - <i class="fa fa-$entry.icon"></i>
502 - </div>
503 - <div class="service-body">
504 - <h4>$entry.title</h4>
505 - <p>$entry.content</p>
506 - </div>
507 - </article>
508 - #end
509 - </div>
510 -
511 511   <div class="resource-note">
512 512   <p>
513 - <strong>Pilot success question:</strong> can members find the current and trusted version of important
514 - information faster than before?
431 + <strong>XWiki is the place for official, maintained and reusable knowledge. Office tools are for temporary
432 + drafting, spreadsheets, presentations and real-time editing when they are truly needed.</strong>
515 515   </p>
516 516   </div>
517 517  
518 - <h2 id="adoption">How to convince the team to use XWiki</h2>
519 -
520 520   <p>
521 - People do not usually change collaboration habits because a new platform exists. They change when the new
522 - platform makes an important part of their work easier, clearer or more reliable.
437 + This prevents users from seeing XWiki as just another storage location. It gives XWiki a distinct purpose.
523 523   </p>
524 524  
440 + <h3>2. Identify high-value content first</h3>
441 +
525 525   <p>
526 - A useful adoption message is:
443 + Do not migrate by volume. Migrate by value.
527 527   </p>
528 528  
529 - <div class="resource-note">
530 - <p>
531 - <strong>XWiki is not another folder where files disappear. It is the place where the organization keeps
532 - the current version, the owner, the context, the decision and the links around important knowledge.</strong>
533 - </p>
534 - </div>
446 + <table class="table table-bordered table-striped">
447 + <thead>
448 + <tr>
449 + <th>Move early</th>
450 + <th>Move later or archive</th>
451 + <th>Usually do not move</th>
452 + </tr>
453 + </thead>
454 + <tbody>
455 + <tr>
456 + <td>Policies, procedures, onboarding guides, public docs, working group pages, decision records.</td>
457 + <td>Older project files, historical meeting notes, reference documents with unclear ownership.</td>
458 + <td>Draft files, personal documents, complex spreadsheets, presentation working files, temporary collaboration docs.</td>
459 + </tr>
460 + </tbody>
461 + </table>
535 535  
463 + <h3>3. Create templates before asking people to write</h3>
464 +
536 536   <p>
537 - Simple rules help adoption more than abstract platform arguments:
466 + Empty wiki pages slow adoption. Users should not have to decide the structure every time.
538 538   </p>
539 539  
540 - <ul class="resource-checklist">
541 - <li>If it is official, maintained or reusable, it belongs in XWiki.</li>
542 - <li>If it is a temporary draft, it can stay in an office editor until it becomes useful knowledge.</li>
543 - <li>If it is a complex spreadsheet, do not force it into XWiki.</li>
544 - <li>If it was decided in a meeting or chat, summarize the decision in XWiki.</li>
545 - <li>If nobody owns it, do not migrate it as current content.</li>
546 - <li>If users need the same answer repeatedly, create or improve an XWiki page.</li>
469 + <p>
470 + Useful starting templates include:
471 + </p>
472 +
473 + <ul>
474 + <li>Working group homepage</li>
475 + <li>Meeting notes</li>
476 + <li>Decision record</li>
477 + <li>Policy or procedure</li>
478 + <li>Project homepage</li>
479 + <li>FAQ page</li>
480 + <li>Onboarding page</li>
481 + <li>External collaboration page</li>
547 547   </ul>
548 548  
549 - <h2 id="implementation">Practical XWiki features to implement early</h2>
484 + <h3>4. Reduce login friction with SSO</h3>
550 550  
551 551   <p>
552 - The following improvements can make the transition easier to accept and easier to govern.
487 + If users need another account and another password, adoption becomes harder. XWiki should be connected to the
488 + organization's identity provider where possible. This can use XWiki authentication integrations such as
489 + <a href="https://extensions.xwiki.org/xwiki/bin/view/Extension/OpenID%20Connect/OpenID%20Connect%20Authenticator/" target="_blank" rel="noopener">OpenID Connect</a>,
490 + SAML or LDAP, and can also support cleaner group mapping and a better external collaborator lifecycle.
553 553   </p>
554 554  
555 - <ul class="resource-checklist">
556 - #foreach ($item in $implementationItems)
557 - <li>$item</li>
558 - #end
493 + <h3>5. Define permissions and ownership rules</h3>
494 +
495 + <p>
496 + Access rights should be designed before content is migrated. A common model is:
497 + </p>
498 +
499 + <table class="table table-bordered table-striped">
500 + <thead>
501 + <tr>
502 + <th>Area</th>
503 + <th>Recommended ownership</th>
504 + <th>Typical access</th>
505 + </tr>
506 + </thead>
507 + <tbody>
508 + <tr>
509 + <td>Public documentation</td>
510 + <td>Documentation or communication owner</td>
511 + <td>Public view, restricted edit.</td>
512 + </tr>
513 + <tr>
514 + <td>Internal knowledge base</td>
515 + <td>Operations, staff or knowledge management owner</td>
516 + <td>Authenticated view, controlled edit.</td>
517 + </tr>
518 + <tr>
519 + <td>Working group space</td>
520 + <td>Working group chair or coordinator</td>
521 + <td>Group members edit, others view depending on sensitivity.</td>
522 + </tr>
523 + <tr>
524 + <td>Board or restricted area</td>
525 + <td>Named administrative owner</td>
526 + <td>Explicit restricted group access.</td>
527 + </tr>
528 + <tr>
529 + <td>External collaboration area</td>
530 + <td>Internal sponsor</td>
531 + <td>Limited groups, expiration or periodic review.</td>
532 + </tr>
533 + </tbody>
534 + </table>
535 +
536 + <h3>6. Migrate content into structure, not just into pages</h3>
537 +
538 + <p>
539 + A migration that only copies Google Docs into XWiki pages may reproduce the same confusion in a different
540 + platform. Each migrated page should have a place, an owner and a reason to exist.
541 + </p>
542 +
543 + <p>
544 + For each migrated document, decide:
545 + </p>
546 +
547 + <ul>
548 + <li>Who owns this page?</li>
549 + <li>Is it current, historical or archived?</li>
550 + <li>Who can view it?</li>
551 + <li>Who can edit it?</li>
552 + <li>Does it need a review date?</li>
553 + <li>Should it remain as an attachment instead of becoming a wiki page?</li>
554 + <li>What related pages should link to it?</li>
559 559   </ul>
560 560  
561 - <h2>Example transition scenarios</h2>
557 + <h3>7. Keep a transition dashboard</h3>
562 562  
563 - <h3>Scenario 1: Working group documentation</h3>
564 564   <p>
565 - A working group has Google Docs for agendas, meeting notes, decisions and reference files. In XWiki, this can
566 - become a structured space with a homepage, meeting note template, decision records, document list, open
567 - questions and links to files that remain in Nextcloud or another storage system.
560 + A simple XWiki dashboard can make the transition visible and manageable.
568 568   </p>
569 569  
570 - <h3>Scenario 2: Policies and procedures</h3>
563 + <table class="table table-bordered table-striped">
564 + <thead>
565 + <tr>
566 + <th>Dashboard section</th>
567 + <th>Purpose</th>
568 + </tr>
569 + </thead>
570 + <tbody>
571 + <tr>
572 + <td>Content selected for migration</td>
573 + <td>Shows the high-value documents that are being moved first.</td>
574 + </tr>
575 + <tr>
576 + <td>Content needing an owner</td>
577 + <td>Prevents orphan pages from entering the new system.</td>
578 + </tr>
579 + <tr>
580 + <td>Content to keep in Google or office tools</td>
581 + <td>Makes it clear that not everything must move.</td>
582 + </tr>
583 + <tr>
584 + <td>External access review</td>
585 + <td>Tracks documents or spaces shared with people outside the organization.</td>
586 + </tr>
587 + <tr>
588 + <td>Recently migrated pages</td>
589 + <td>Helps users see progress and discover the new structure.</td>
590 + </tr>
591 + </tbody>
592 + </table>
593 +
594 + <h2 id="pilot">A good pilot: one working group space</h2>
595 +
571 571   <p>
572 - Policies stored as Google Docs can become XWiki pages with owner, review date, status, history and restricted
573 - edit rights. This makes it easier to know which version is current and who is responsible for keeping it updated.
597 + A strong pilot is small enough to control but useful enough to prove value. For example, one working group,
598 + committee, project team or community group can move its durable knowledge into XWiki while keeping office
599 + tools for drafting and spreadsheets when needed.
574 574   </p>
575 575  
576 - <h3>Scenario 3: Spreadsheet tracker</h3>
577 577   <p>
578 - A simple Google Sheet used as a list of requests, assets, documents or contacts may become a small XWiki
579 - application when the fields are stable. A complex financial model or reporting workbook should remain in an
580 - office spreadsheet tool.
603 + A pilot space could include:
581 581   </p>
582 582  
583 - <h2>Recommended target architecture</h2>
606 + <table class="table table-bordered table-striped">
607 + <thead>
608 + <tr>
609 + <th>Page or section</th>
610 + <th>Purpose</th>
611 + </tr>
612 + </thead>
613 + <tbody>
614 + <tr>
615 + <td>Working group homepage</td>
616 + <td>Explains the purpose, scope, members, links and current priorities.</td>
617 + </tr>
618 + <tr>
619 + <td>Meeting notes</td>
620 + <td>Uses a consistent template so notes are easy to scan and search.</td>
621 + </tr>
622 + <tr>
623 + <td>Decisions</td>
624 + <td>Captures important decisions separately from long meeting notes.</td>
625 + </tr>
626 + <tr>
627 + <td>Documents</td>
628 + <td>Links official documents, policies and important files.</td>
629 + </tr>
630 + <tr>
631 + <td>Open questions</td>
632 + <td>Tracks unresolved topics without hiding them in chat or email.</td>
633 + </tr>
634 + <tr>
635 + <td>FAQ</td>
636 + <td>Collects recurring questions from the community.</td>
637 + </tr>
638 + <tr>
639 + <td>External links</td>
640 + <td>Provides a bridge to Google Drive, Nextcloud, issue trackers or other systems still in use.</td>
641 + </tr>
642 + </tbody>
643 + </table>
584 584  
645 + <div class="resource-note">
646 + <p>
647 + <strong>Pilot success question:</strong> Can members find the current and trusted version of important
648 + information faster than before?
649 + </p>
650 + </div>
651 +
652 + <h2 id="adoption">How to encourage adoption</h2>
653 +
585 585   <p>
586 - A realistic architecture does not replace every Google Workspace feature with XWiki. It gives each tool a clear role.
655 + People do not usually change collaboration habits because a new platform exists. They change when the new
656 + platform makes an important part of their work easier, clearer or more reliable.
587 587   </p>
588 588  
659 + <h3>Use simple rules</h3>
660 +
589 589   <table class="table table-bordered table-striped">
590 590   <thead>
591 591   <tr>
664 + <th>Rule</th>
665 + <th>Example</th>
666 + </tr>
667 + </thead>
668 + <tbody>
669 + <tr>
670 + <td>If it is official, it belongs in XWiki.</td>
671 + <td>Policies, procedures, final decisions, project documentation.</td>
672 + </tr>
673 + <tr>
674 + <td>If it is temporary drafting, it can stay in an office editor.</td>
675 + <td>Collaborative draft document, presentation working file.</td>
676 + </tr>
677 + <tr>
678 + <td>If it is a complex spreadsheet, do not force it into XWiki.</td>
679 + <td>Budget model, calculations, reporting workbook.</td>
680 + </tr>
681 + <tr>
682 + <td>If it was decided in a meeting or chat, summarize it in XWiki.</td>
683 + <td>Decision record linked from meeting notes.</td>
684 + </tr>
685 + <tr>
686 + <td>If nobody owns it, do not migrate it as current content.</td>
687 + <td>Mark as archive or leave in the old system until reviewed.</td>
688 + </tr>
689 + </tbody>
690 + </table>
691 +
692 + <h3>Make leadership use the new structure</h3>
693 +
694 + <p>
695 + Adoption is much harder if important announcements and decisions still point only to Google Docs or Drive
696 + folders. When leadership links to XWiki as the trusted source, the platform becomes part of the organization’s
697 + daily rhythm.
698 + </p>
699 +
700 + <h3>Start with visible wins</h3>
701 +
702 + <p>
703 + The first XWiki spaces should be better organized than the Google Drive folders they replace. They should have
704 + navigation, page templates, useful links, ownership, clear permissions and recent activity. Users need to feel
705 + that XWiki is not just another repository, but a better way to understand the organization.
706 + </p>
707 +
708 + <h2 id="implementation">Practical XWiki features to implement early</h2>
709 +
710 + <p>
711 + The following XWiki improvements can make a Google Workspace transition easier to accept:
712 + </p>
713 +
714 + <table class="table table-bordered table-striped">
715 + <thead>
716 + <tr>
717 + <th>XWiki feature</th>
718 + <th>Why it helps adoption</th>
719 + </tr>
720 + </thead>
721 + <tbody>
722 + <tr>
723 + <td>SSO with OIDC, SAML or LDAP</td>
724 + <td>Reduces login friction and aligns XWiki with the organization’s identity system.</td>
725 + </tr>
726 + <tr>
727 + <td>Page templates</td>
728 + <td>Prevents blank-page confusion and creates consistent documentation habits.</td>
729 + </tr>
730 + <tr>
731 + <td>Working group space model</td>
732 + <td>Gives each team or community group a clear home.</td>
733 + </tr>
734 + <tr>
735 + <td>Metadata fields</td>
736 + <td>Adds owner, status, review date, audience and document type.</td>
737 + </tr>
738 + <tr>
739 + <td>Comments and annotations</td>
740 + <td>Supports discussion around pages without losing context.</td>
741 + </tr>
742 + <tr>
743 + <td>Notifications</td>
744 + <td>Keeps users aware of changes in the spaces they follow.</td>
745 + </tr>
746 + <tr>
747 + <td>Structured applications</td>
748 + <td>Replaces some spreadsheet-based lists with maintainable data-driven apps.</td>
749 + </tr>
750 + <tr>
751 + <td>Approval workflows or change requests</td>
752 + <td>Supports governance for official documents and sensitive content.</td>
753 + </tr>
754 + <tr>
755 + <td>Office document integration</td>
756 + <td>Allows attached office documents to be edited when page-based content is not enough.</td>
757 + </tr>
758 + </tbody>
759 + </table>
760 +
761 + <h2 id="example-architecture">Example collaboration architecture</h2>
762 +
763 + <p>
764 + A realistic open collaboration architecture may look like this:
765 + </p>
766 +
767 + <table class="table table-bordered table-striped">
768 + <thead>
769 + <tr>
592 592   <th>Layer</th>
593 593   <th>Recommended role</th>
594 594   </tr>
... ... @@ -595,29 +595,33 @@
595 595   </thead>
596 596   <tbody>
597 597   <tr>
598 - <td>XWiki</td>
776 + <td><a href="https://www.xwiki.org/" target="_blank" rel="noopener">XWiki</a></td>
599 599   <td>Structured knowledge, documentation, governance, working group spaces, policies and decisions.</td>
600 600   </tr>
601 601   <tr>
602 - <td>Nextcloud or equivalent</td>
780 + <td><a href="https://nextcloud.com/" target="_blank" rel="noopener">Nextcloud</a></td>
603 603   <td>General file storage, file sharing, sync clients and optional groupware.</td>
604 604   </tr>
605 605   <tr>
606 - <td>ONLYOFFICE, Collabora or LibreOffice</td>
784 + <td><a href="https://www.onlyoffice.com/docs" target="_blank" rel="noopener">ONLYOFFICE</a> or <a href="https://www.collaboraonline.com/" target="_blank" rel="noopener">Collabora</a></td>
607 607   <td>Office document editing for documents, spreadsheets and presentations.</td>
608 608   </tr>
609 609   <tr>
610 - <td>Matrix/Element, Mattermost or Nextcloud Talk</td>
788 + <td><a href="https://element.io/" target="_blank" rel="noopener">Matrix/Element</a> or <a href="https://mattermost.com/" target="_blank" rel="noopener">Mattermost</a></td>
611 611   <td>Real-time messaging and team coordination.</td>
612 612   </tr>
613 613   <tr>
614 - <td>Jitsi or another meeting tool</td>
792 + <td><a href="https://jitsi.org/" target="_blank" rel="noopener">Jitsi</a> or <a href="https://nextcloud.com/talk/" target="_blank" rel="noopener">Nextcloud Talk</a></td>
615 615   <td>Video meetings and calls.</td>
616 616   </tr>
617 617   <tr>
618 - <td>Keycloak or existing identity provider</td>
796 + <td><a href="https://www.keycloak.org/" target="_blank" rel="noopener">Keycloak</a> or existing identity provider</td>
619 619   <td>SSO, group mapping and identity lifecycle.</td>
620 620   </tr>
799 + <tr>
800 + <td><a href="https://www.limesurvey.org/" target="_blank" rel="noopener">LimeSurvey</a></td>
801 + <td>Advanced surveys and research-style data collection.</td>
802 + </tr>
621 621   </tbody>
622 622   </table>
623 623  
... ... @@ -637,9 +637,9 @@
637 637   <details class="resource-faq-item" open>
638 638   <summary>Can XWiki replace Google Workspace completely?</summary>
639 639   <p>
640 - Not realistically. XWiki should not be presented as a full replacement for email, calendar, video meetings,
641 - chat, file sync, spreadsheets and presentation editing. It is much better positioned as the structured
642 - knowledge and documentation layer.
822 + Not realistically. XWiki should not be presented as a full replacement for email, calendar,
823 + video meetings, chat, file sync, spreadsheets and presentation editing. It is much better
824 + positioned as the structured knowledge and documentation layer.
643 643   </p>
644 644   </details>
645 645  
... ... @@ -646,9 +646,9 @@
646 646   <details class="resource-faq-item">
647 647   <summary>Can XWiki replace Google Docs?</summary>
648 648   <p>
649 - It can replace many Google Docs that are actually long-term documentation: policies, procedures, notes,
650 - decisions, guides and knowledge base articles. For fast real-time drafting or complex office formatting,
651 - an office editor such as ONLYOFFICE or Collabora may still be useful.
831 + It can replace many Google Docs that are actually long-term documentation: policies,
832 + procedures, notes, decisions, guides and knowledge base articles. For fast real-time drafting
833 + or complex office formatting, an office editor such as ONLYOFFICE or Collabora may still be useful.
652 652   </p>
653 653   </details>
654 654  
... ... @@ -655,9 +655,9 @@
655 655   <details class="resource-faq-item">
656 656   <summary>Can XWiki replace Google Drive?</summary>
657 657   <p>
658 - Partially. XWiki can manage attachments around knowledge pages and can support file-oriented applications,
659 - but it should not be treated as a full desktop file sync and sharing platform. Nextcloud is usually a better
660 - fit for that role.
840 + Partially. XWiki can manage attachments around knowledge pages and can support file-oriented
841 + applications, but it should not be treated as a full desktop file sync and sharing platform.
842 + Nextcloud is usually a better fit for that role.
661 661   </p>
662 662   </details>
663 663  
... ... @@ -664,9 +664,9 @@
664 664   <details class="resource-faq-item">
665 665   <summary>What is the best first step?</summary>
666 666   <p>
667 - Start with one high-value pilot: a working group, committee, department or project that has real
668 - documentation pain. Create the structure, templates, permissions and migration rules for that pilot before
669 - expanding.
849 + Start with one high-value pilot: a working group, committee, department or project that has
850 + real documentation pain. Create the structure, templates, permissions and migration rules for
851 + that pilot before expanding.
670 670   </p>
671 671   </details>
672 672  
... ... @@ -673,9 +673,9 @@
673 673   <details class="resource-faq-item">
674 674   <summary>How do you convince users to try XWiki?</summary>
675 675   <p>
676 - Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives users a clearer,
677 - more reliable place for trusted knowledge: the current document, the owner, the status, the related decisions
678 - and the wider context.
858 + Do not start by saying that XWiki is replacing everything. Start by showing that XWiki gives
859 + users a clearer, more reliable place for trusted knowledge: the current document, the owner,
860 + the status, the related decisions and the wider context.
679 679   </p>
680 680   </details>
681 681  
... ... @@ -682,9 +682,9 @@
682 682   <details class="resource-faq-item">
683 683   <summary>What should remain outside XWiki during transition?</summary>
684 684   <p>
685 - Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations and
686 - anything without a clear owner can remain outside XWiki until the organization has a reason to migrate or
687 - replace that workflow.
867 + Temporary drafts, complex spreadsheets, presentation working files, ongoing external collaborations
868 + and anything without a clear owner can remain outside XWiki until the organization has a reason
869 + to migrate or replace that workflow.
688 688   </p>
689 689   </details>
690 690  
Agnease.Code.SEODetailsClass[0]
metaDescription
... ... @@ -1,1 +1,1 @@
1 -Practical guide for moving durable knowledge from Google Workspace to XWiki, with replacement mapping, open-source alternatives, migration steps and tool limits.
1 +A practical guide for organizations exploring a transition from Google Workspace to XWiki: what XWiki can replace, what should remain in office collaboration tools, and which open-source alternatives can complete the stack.